Privacy Policy

Information We Collect

The information we process depends on how you interact with Picks Travel and the information required to deal with your enquiry or provide your booking.

Information You Provide

• Name and contact details, including telephone number and email address.
• Journey information, including collection and destination addresses.
• Booking dates, times and other journey instructions.
• Flight numbers and relevant airport travel information.
• Passenger numbers and luggage requirements.
• Vehicle or accessibility requirements needed for the journey.
• Information supplied in an enquiry, request, complaint or correspondence.

Payment Information

Where electronic payment is available, payment information may be processed through the relevant payment service provider. Picks Travel may receive information confirming the payment or transaction without necessarily receiving the complete card details used to make the payment.

Website & Technical Information

When you use our website, technical information may be generated automatically by the website, hosting environment or services used on the website. Depending on the technologies in use, this may include IP address, browser or device information, requested pages and technical logs.

Accessibility Information

If you tell us about an accessibility requirement, we use that information as necessary to understand the booking requirement and arrange an appropriate service where available.

How We Use Your Information

Personal information may be used where necessary to operate the Picks Travel service and communicate with customers.

• Respond to booking enquiries and quote requests.
• Arrange, confirm and manage pre-booked journeys.
• Provide relevant journey information to the driver or operator fulfilling the booking.
• Communicate important information relating to a journey.
• Process or record payments and related transactions where applicable.
• Deal with customer service enquiries, complaints and requests.
• Maintain appropriate business, booking and financial records.
• Protect our website, systems, customers and business from misuse, fraud or security threats.
• Comply with applicable legal, licensing, regulatory, tax or accounting requirements.

Lawful Bases for Processing

The lawful basis relied upon depends on why information is being processed and the circumstances in which it was obtained.

• Contract: where processing is necessary to take steps at your request before entering into a contract or to provide a journey or other service you have booked.
• Legal obligation: where information must be processed or retained to comply with applicable legal or regulatory requirements.
• Legitimate interests: where processing is necessary for legitimate business purposes, provided those interests are not overridden by your rights and interests.
• Consent: where consent is the appropriate basis for a particular optional use of information.

Where we rely on legitimate interests, those interests may include operating and protecting the business, responding to enquiries, maintaining appropriate records and improving the operation of our services.

Sharing Personal Information

We may need to share relevant personal information with another person or organisation where necessary to arrange, manage or fulfil a booking, operate our business, or comply with an applicable legal requirement.

Depending on the booking or service, recipients may include:

• The licensed driver allocated to the journey.
• A partner or subcontracted operator where another operator is involved in providing the requested journey.
• Booking, dispatch or communications service providers used to manage the service.
• Payment service providers where electronic payments are used.
• Website hosting, email or other technology service providers where they process information on our behalf.
• Regulators, public authorities or professional advisers where disclosure is required or otherwise lawful.

We aim to limit information shared for a booking to information relevant to providing or administering that service.

How Long We Keep Information

We do not intend to keep personal information for longer than it is reasonably required for the purpose for which it was collected.

The appropriate retention period may depend on the nature of the information, the booking or customer relationship, business record requirements and any applicable legal, licensing, accounting, tax, insurance or dispute-related requirements.

Information that is no longer required should be deleted, anonymised or otherwise dealt with appropriately in accordance with applicable record-management arrangements.

Cookies & Website Information

Our website may use cookies and similar technologies required for website functionality, security, preferences or other permitted purposes.

Where consent is required for a particular category of cookie, the relevant cookie controls should provide the opportunity to make that choice.

Data Security

We take reasonable steps intended to protect personal information against unauthorised access, loss, alteration, disclosure or misuse.

The appropriate measures depend on the nature of the information and the systems through which it is processed. No website, electronic communication or storage system can be guaranteed to be completely secure.

Your Data Protection Rights

Depending on the circumstances and applicable data protection law, you may have rights relating to personal information held about you.

International Data Transfers

Some technology or service providers may process or store information in more than one country.

Where personal information is transferred outside the UK and data protection law requires specific protection for that transfer, the appropriate legal mechanism or safeguard must be considered for the transfer concerned.

Information About Children

Picks Travel's booking service is generally arranged by the person responsible for making the booking.

Where a booking involves a child, information relevant to the safe and appropriate arrangement of that journey may be provided by the parent, guardian or person making the booking.

Please do not provide more information about a child than is reasonably necessary to arrange or administer the journey.

Changes to This Privacy Policy

We may update this Privacy Policy where necessary to reflect changes to our services, the way personal information is processed, or applicable requirements.

The current version will be published on this page and the effective date shown at the top of the policy will identify the version being displayed.

Privacy Policy Contact & Data Protection Concerns

If you have a question about this Privacy Policy, wish to make a data protection request, or have a concern about the way your personal information has been handled, please contact Picks Travel using the details below.